ITN 10770 Attachment Q.pdf

ITN #10770

ATTACHMENT Q

REPLY VERIFICATION FORM

By completing and submitting this form with your Reply, the Respondent is ensuring the reply submission is in accordance with the mandatory and requirements outlined in ITN #10770. Also, please check the Vendor Information Portal (VIP) for any addendums posted that indicate any revised document(s) for which the Respondent is responsible for completing and submitting by the date and time noted in the Calendar of Events (Attachment B, Section IV., B.) of this ITN.

Instructions: Place a check mark ( ) in the box next to the Requirement indicating it has been completed and is ready to submit by the date and time specified in the Calendar of Events (Attachment B, Section IV., B.) of this ITN. This form shall be submitted as the first document under Volume 1.

Place a checkmark ( ) in the boxes next to the tasks associated with your submission choice.

ELECTRONIC UPLOAD REPLY

Register for a DJJ Bid Library Account through the Procurement Manager. Respondents must register their email address for access to the DJJ Bid Library using a Microsoft account. For specific instructions, reference Attachment B, Section VI., Solicitation Information, and/or contact your Procurement Manager listed in the ITN.

If your organization does not use a Microsoft account, a free account can be created through Microsoft at https://signup.live.com/?lic=1. This step must be completed first, prior to submitting the DJJ Bid Library registration request. The email address used to create the Microsoft account should be utilized in the registration request to the Procurement Manager.

Notice of Intent to Submit a Reply, Attachment N, shall be uploaded to the DJJ Bid Library no later than the deadline specified in the Calendar of Events for this ITN.

Electronic replies shall be uploaded to the DJJ Bid Library no later than the due date and time specified in the Calendar of Events for this ITN. Any and all documents uploaded, edited, or modified in any way after this date and time will be deemed non-responsive.

The complete reply, which contains Volumes 1, 2 and 3, shall be saved in Microsoft Word and/or Excel. The signed transmittal letter (Volume 1, Tab 1), and the financial viability documentation (Volume 2, Tab 2) are the only documents which can be saved in a PDF format. The Attachment H – Prevention Budget (December 2018) (Volume 2, Tab 1) must be submitted in Excel, at a minimum.

MANDATORY CRITERIA (Attachment B, V.)

It is MANDATORY that the Respondent submit its complete Reply within the time frame specified in the Calendar of Events (Attachment B, Section IV., B.). A reply is considered complete if it contains all of the required documents listed in Attachment B, section XX.

It is MANDATORY that the Respondent submit a completed and signed Attachment H – Prevention Budget (December 2018) and that the Maximum Annual Contract Amount submitted by the Respondent is at or below the Maximum Amount listed in Attachment B, Section XIV., Funding Amount. (Volume 2, Tab 1)

It is MANDATORY that the Respondent submit a signed and completed Attachment R – Certification of Experience. (Volume 3, Tab 1)

GENERAL REPLY REQUIREMENTS (Attachment B, XX.)

It is required that the Respondent complete and sign the Attachment Q – Reply Verification Form.

It is required that the Respondent complete and submit the Attachment O – Cross Reference Table.

TECHNICAL REPLY – VOLUME 1 (Attachment B, XX.)

Transmittal letter (Volume 1, Tab 1) is on Respondent’s letterhead.

Transmittal letter is signed by an individual authorized to bind the Respondent.

Transmittal letter has the following:

Official company name.

Company address.

Telephone number.

Email address.

https://signup.live.com/?lic=1

Name and title of the Respondent official who will sign any contract.

Federal Employee Identification #, including the Florida Vendor Sequence #, if available, and if not available, a statement saying so.

DUNS #, if applicable, and if not applicable, a statement saying so.

If entity is “DBA” or “Doing Business As”, the Respondent shall state the reason for it.

The transmittal letter must contain the following exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) agrees to all terms and conditions contained in the Invitation to Negotiate for which this reply is submitted.”

The transmittal letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) has met all conditions and requirements of Attachment C, including that neither it nor its principals are presently debarred, suspended, or proposed for debarment, or have been declared ineligible or voluntarily excluded from participation in this Procurement/contract by any federal department or agency.” If the Respondent is unable to certify any part of this statement, such Respondent shall include an explanation in the Transmittal Letter.

The transmittal letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that neither (insert Respondent’s name) nor anyone acting on its behalf have contacted anyone, between the release of the solicitation and the end of the seventy-two

(72) hour period following the agency posting the Notice of Intended Award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the solicitation documents.”

The transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) agrees to be responsible for the reporting of all admissions and releases in the Juvenile Justice Information System (JJIS) within 24 hours of the admission/release dates and for updating the projected release dates of youth at a minimum of once per week if required by this ITN”.

The transmittal letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) is not listed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel; is not listed on the Scrutinized Companies with Activities in Sudan List; is not listed on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List; is not engaged in business operations in Cuba or Syria; and, is not engaged in business operations with the government of Venezuela or in any company doing business with the government of Venezuela. (pursuant to sections 215.472, 215.4725, 215.473, and 287.135, F.S.)”.

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that the Attachment H – Prevention Budget (December 2018) submitted is complete, reflects reasonable costs for the service being proposed, and all costs are necessary to provide the proposed services. I understand that the Attachment H – Prevention Budget (December 2018), which has been submitted by the date and time required in the ITN, will be evaluated on a pass/fail basis in accordance with Attachment F.”

The Respondent shall insert the Transmittal Letter in Volume 1, Tab 1, after the Reply Verification Form.

Cross Reference Table – Volume 1, Tab 1 In order to assist the Respondent in its development of a responsive reply and to facilitate reply evaluation by the Department, the Respondent shall provide a table that cross-references the contents of its reply with the contents of the ITN. Please see Attachment O to this ITN for the cross-reference table. The Respondent shall insert the Attachment O in Volume 1, Tab 1, after the Transmittal Letter. Remember to complete the Attachment O in its entirety.

Drug-Free Workplace Certification – Volume 1, Tab 2 The reply may contain the Drug-Free Workplace Certification in accordance with section 287.087, F.S. (if desired by the Respondent) for preference in the event of a tie in the scoring of a competitive solicitation. This is not a mandatory requirement. The form is labeled as Attachment K.

Technical Reply – Volume 1, Tab 3 The Technical Reply (described below) must be typed, on letter-sized (8½” x 11”) paper, using 12-point type, TIMES NEW ROMAN font, single-spaced, and 1-inch margins (top, bottom and sides). Each Respondent shall limit the Technical Reply’s narrative to no more than 70 consecutive pages. Pages must be numbered in a logical, consistent fashion and must not exceed 70 pages including attachments and exhibits (excluding Department-required Attachments, e.g.

Organizational Chart, Activity Schedule, etc.). Pages submitted in excess of the specified limit for the Technical Reply’s narrative will be removed prior to evaluation and will not be evaluated. Any floorplans, exhibits, attachments, charts, tables, photos, maps, diagrams, or other resource materials that support the information provided in the Technical Reply shall be referenced within the Technical Reply’s narrative, included as exhibits or attachments to the Technical Reply, and presented at the end of the Technical Reply. Such exhibits or attachments shall not be counted in the 70 page limitation established for the Technical Reply. Illegible replies will not be evaluated, and pages submitted in excess of the specified limit will be removed prior to evaluation and will not be evaluated.

The Technical Reply package shall contain the following sections in the following sequence:

(PLEASE NOTE THAT IT IS INSUFFICIENT FOR REPLIES TO MERELY RECITE OR

REITERATE THE SERVICES TO BE SOUGHT):

• Management Competencies and Capabilities

• Program Objectives

• Performance Outcomes

• Staffing

• Program Components: Manner of Services for Residential and Non-Residential Services

• Non-Residential Services

• Residential Services

• Provider Contract Management and Monitoring of Local Service Providers

• Transition Plan

• Program Implementation

• Data Collection

• Program Components: Manner of Services for Respite Beds for Probation and Civil Citation Services

• Evidence-based or Promising Practices Delinquency Programming

Management Competencies and Capabilities Provide a detailed description of the proposed program’s staff, organization and structure, including internal quality improvement and human resources development to clearly describe the Respondent’s management capability to successfully implement and manage the proposed program and services required in the ITN. All staff must be clearly and directly connected to the proposed program design. Include a detailed description of its experience and capabilities in delivering management and oversight of a human resource program of the size and magnitude described in this ITN. Describe how the organization represents efficient and effective management and corporate oversight. Describe the background and experience of the Respondent to ensure successful delivery of the services sought by the ITN. Provide an organizational chart that demonstrates linkage to the program level.

Provide a detailed description of experience in successfully providing contracted services for the Department, other State of Florida agencies, and/or other external funding agencies, including the federal government, other states, and private organizations; its experience developing and/or implementing management and oversight of human resources program of similar size and magnitude; and its ability to establish and successfully maintain partnerships with community partners and stakeholders to ensure a comprehensive system of care. Provide reports (Monitoring, audits, quality assurance, quality improvement, etc.); letters of support that state the applicants successful performance in meeting the terms and conditions of its contracts;

existing memoranda of understanding and/or contracts; and current accreditation to demonstrate any successful past performance detailed in its proposal. Applicants shall also include any research, evaluation, and/or experience related to the proposed problem that demonstrates its ability to successfully address the problem. The Department will not evaluate or enter into a contract with any entity who has had a contract terminated for cause within five years of the date of this advertisement.

Program Objectives Describe the Respondent’s approach to track program service delivery using quantitative data and qualitative methods that are clearly linked to the minimum service tasks contained in the ITN and that are measurable and specifically address youth needs. Describe the program objectives that are clearly tied to any value added services that are outlined in the response.

Describe the approach to meeting performance outcomes and/ or targets. Describe the approach to reporting, analyzing, and tracking critical incidents and trends. Describe how trending data from incidents and program operations will be measured and improved.

Performance Outcomes Describe the Respondent’s performance measures that are realistic and achievable. Describe the operational approach to ensure optimum program performance. Some examples include, but are not limited to: non-court ordered youth served through non-residential and residential services that reflects the domains within the risk factors identified by the Department, youth served that remain crime free while receiving services, and youth served that remain crime free for six months after completing services. Explain how the Respondent plans to operate the program as described in the ITN and how to tie the performance measures to the goals of the Department.

Staffing Describe the Respondent’s proposed plan to employ and maintain the sufficient number of qualified staff to perform the duties and responsibilities outlined in the ITN. Provide a detailed staffing plan including titles, position description with duties, credentials, and youth-to-staff ratios as clearly outlined in the reply. Describe an effective strategy that promotes effective team retention. Describe and provide the proposed training plan and operational approach to ongoing training of staff who are employed. Describe a written back-up plan and have adequate qualified staff to fill-in for staff who may be absent from work (e.g., unexpected emergency, illness, or vacation) to ensure that services to youth outlined in this ITN will not be canceled or rescheduled.

Identify positions that are considered Key Personnel, and how and when vacancies of Key Personnel shall be reported to the Department’s Contract Manager (or anyone else identified).

Program Components: Manner of Services for Residential and Non-Residential Services Describe the Respondent’s proposed Residential and Non-Residential Services. Describe the Respondent’s plan for implementing an effective delinquency intervention, to include outreach services, intake screening and referral, assessments, service plans, case management, follow-up services, intervention services, counseling services, mental health and substance abuse services, adjudication services, CINS petition process educational services, and short-term services and support.

Non-Residential Services Describe how the local service provider shall provide non-residential services pursuant to Chapter 984, F.S., the Department’s policies, procedures, manuals, and rules, and the requirements of the ITN.

Residential Services Describe how the local service provider shall provide residential services pursuant to Chapter 984, F.S., the Department’s policies, procedures, manuals, and rules, and the requirements of the ITN. Describe how the local service provider shall provide each youth, upon admission to the program, a physical health, a mental health, and a substance abuse screening.

Provider Contract Management and Monitoring of Local Service Providers Describe the Respondent’s plan for contract management and monitoring of its local service providers to include timelines, policy, and tools for administrative, fiscal and programmatic monitoring.

Transition Plan Describe collaboration activities required in the event of a transition of the CINS/FINS contract.

The Transition Plan shall be written from the perspective of the incumbent Provider or a new Provider as applicable and activities shown in Attachment A, VI., 1.9, Transition Plan.

Program Implementation Include a timeline and implementation plan for the provision, review, and approval of the policies, procedures and programs. The policies, procedures, and program development shall be derived from, and be consistent with, information in the following: Chapter 984, F.S.; 63C-1.001-.003, Florida Administrative Rule; the Department’s Long Range Program Plan; Health Services Policy and Operation Guidelines, and the Mental Health and Substance Abuse Services Manual.

Include a draft contract for use with local service providers; timeline and implementation plan for an information packet including content, cost and distribution methodology and address the requirements of Attachment A, III., Service Tasks to be Performed and IV., Staff & Personnel, as appropriate.

Data Collection Include a Data Collection Plan to gather, analyze, evaluate and report to the Department demographic information for each youth referred to the program, pre-and post-test results, type and frequency of services provided to youth, documentation detailing the percentage of improvement for each youth specific to each program outcome, and behavior characteristics/individualized needs for the youth. (Include requirements identified in Attachment A, III., 1.4, Data Collection, and other sections as appropriate.)

Program Components: Manner of Services for Respite Beds for Detention, Probation, and Civil Citation Services Describe the proposed Respite Beds for Detention, Probation, and Civil Citation Services.

Describe the Respondent’s plan for implementing an effective method/processes for the delivery, management, and coordination of Statewide Respite Beds for Detention, Probation, and Civil Citation Services as described in the scopes in the ITN.

Evidence-based or Promising Practices Delinquency Programming Describe the proposed Evidence-based or Promising Practices Delinquency Programming Services. Describe the Respondent’s plan for implementing an effective method/processes for the delivery, management, and coordination of Statewide/Circuit services as described in the scopes in the ITN.

FINANCIAL REPLY – VOLUME 2

Budget – Volume 2, Tab 1

a. The Respondent shall complete and submit Attachment H.

b. The Attachment H must reflect proposed costs which are allowable, reasonable, and necessary to provide the proposed services.

c. Once the Department has accepted the Attachment H after evaluating it in accordance with Attachment F, the Attachment H shall not be altered without prior written approval from the Department.

d. Any projected cost not captured in the Attachment H will be the responsibility of the awarded Provider.

Financial Viability Documentation – Volume 2, Tab 2 It is required that the Respondent provide in Volume 2, under Tab 2, financial documentation, for either Option #1 or Option #2 below sufficient to demonstrate its financial viability to perform the contract resulting from this ITN (see Attachment F, I., D., 1., Financial Viability Evaluation Criteria). Documentation is reviewed on a pass/fail basis. If the Respondent fails to pass the option they selected, the reply shall be rejected as non-responsive and not evaluated further.

Failure to provide either option will result in disqualification of the reply.

❑ Option #1: D & B Business Information Report or

❑ Option #2: Financial Audits

Certified Minority Business (CMBE) Subcontracting Utilization Plan – Volume 2, Tab 3 The Respondent shall describe its plan and/or methods to encourage diversity and utilize minority businesses in the performance of the services described in this solicitation. The information provided in this section shall address the plan described in the CMBE Subcontracting Utilization Plan of the ITN. The Respondent shall also include documentation supporting the

CMBE Subcontracting Utilization Plan, for each Florida CMBE listed that the Respondent intends to utilize in the program procured. Florida CMBEs must meet all CMBE eligibility criteria and be certified as a CMBE by the Office of Supplier Diversity (OSD) of the Florida Department of Management Services. The documentation shall be a one-page letter supplied by the CMBE on its letterhead stationery, stating the intent of the CMBE to participate in the program and clearly identifying the Department Solicitation Number. No points will be awarded for the CMBE Subcontracting Utilization Plan.

PAST PERFORMANCE – VOLUME 3

Attachment T – Client Contact List (Volume 3, Tab 2) It is required that the Respondent submit an Attachment T (Client Contact List) with a minimum of three references. This list is required in order for the reply to be complete.

a. The Attachment T must be completed and submitted with a minimum of three previous or current clients for whom the Respondent has delivered same or similar services for at-risk and/or delinquent youth as described in Attachment A. Clients are expected to be businesses or other organizations and cannot be parents/guardians, students, or minors.

b. The Department reserves the right to contact any and all references in the course of this solicitation and make a fitness determination, not subject to review or challenge.

c. The Department shall not provide a reference. If the Respondent has only provided these same or similar services to the Department, the Respondent is to include an attestation statement from the individual with authority to bind the Respondent in place of the Attachment T.

d. Hardcopies submitted within the Technical Proposal or copies submitted through electronic upload with the proposal to the Department’s Bid Library are acceptable.

Outside Party Agreements and Letters of Support (Volume 3, Tab 2)

a. The Respondent shall include letters of support and agreements with outside parties providing schools, school districts, mental health and substance abuse services and local court services.

b. Such letters and agreements must include a description of the services provided.

c. All Respondent agreements with outside parties shall include within the agreement, evidence of compliance with all applicable rules (e.g. Rule 63N F.A.C., 63M F.A.C.,) and all related sections of those rules.

By my signature below, I am verifying the Reply being submitted is in accordance with the instructions in this Solicitation.

Company: __________________________________________________________________________

Signature: _____________________________________________Date: _________________________

Print Name: _________________________________________________________________________